Polk County Public Schools, Staff
Keyword for this page: Archive
To locate an item that is no longer in your mailbox.
See the FAQ webpage for a breakdown of retention policies for the e-mail server and the archive server.
In Outlook you will see a folder titled “Mimosa Archive”.
Example
If the login box has a space for Username and Password:
Username: jane.test@polk-fl.net
Password: same as e-mailIf the login box has a space for Username, Password, and Domain:
Username: jane.test
Password: same as e-mail
Domain: polk-fl
You can perform a Quick Search, an Advanced Search, or Browse your mailbox as it existed at a specific time (yesterday, one week ago, two weeks ago, one month ago, two months ago, three months ago, or six months ago).
All mailboxes, with the exception of Drafts and Junk Mail folders, began archiving in April 2009. Mailbox content will be archived for 5 years. This means, any content in your mailbox as of April 2009 has been archived. This also means, any content that is over 5 years old will soon be deleted.
Please think of your Mimosa Archive folder only as a doorway to your archive so that you may view archived data.
Frequently Asked Questions
This webpage provides information in question and answer format.
Troubleshooting the Archive
This webpage provides information in question and answer format.
User Preferences
This short document
shows how to update the User Preferences such as how many items to display on a page and if you'd like to show Deleted Items and/or History by default. We recommend that you Include Deleted Items by Default.
E-mail Archive Quick Start Guide
This document provides an overview of the Mimosa NearPoint Archive product and how to use it in our organization.
Watch a video demo. Only 5 minutes!
In this demo, you will see how the archive will look in Outlook, how to use the various search tools and learn how to restore a message. (This demo may appear slightly different from what you see in your archive.)
Official User Guide
This document is the official user guide from Mimosa Systems.
How to Turn AutoArchive Off in Outlook 2007
Because e-mail will now be archived on the NearPoint server, there is no need to use the AutoArchive feature in Outlook.
This document explains how to turn off auto archive.
The District will now be able to move away from the use of Personal Folders(.pst files)! Now, we encourage you to create folders directly under your mailbox. The Mimosa Archive does not count towards the user’s Exchange mailbox size limit. Because the bulk of e-mail will be housed on the Mimosa NearPoint archive servers, rather than the e-mail servers, performance issues and storage limit issues will dramatically decrease.
While you will still be able to view and use .pst files if they are located on your hard drive or other storage medium, they are no longer the District recommendation.
Personal Folders Information
This document, in question and answer format, provides more details and options available regarding Outlook Personal folders (.pst files).
The archive system and records retention are two separate entities. Retention Schedules are provided by the Department of State, Division of Library and Information Services, Bureau of
Archives and Records Management. The 5 year retention policy set on the archive server happens to meet the majority of records retention requirements; however, you are responsible for saving messages and/or documents according to the retention schedules. The State Archives of Florida web site is http://dlis.dos.state.fl.us/barm/index.html. If you have any questions concerning records retention you may contact the Records Management Specialist at 863‐
519‐8721.
As defined by Wikipedia, e-mail archiving is a stand-alone IT application that works with an e-mail server to help manage an organization’s e-mail messages. It captures and preserves all e-mail traffic flowing into and out of the e-mail server so it can be accessed quickly at a later date from a centrally managed location. e-mail Archiving for Dummies explains that “archiving saves space by moving messages from the e-mail server into an archive repository, thus improving performance while giving users access to their archived e-mail.”
One reason we need to archive e-mail is to be in compliance with the Federal Rules of Civil Procedure, Rules of The United States District Court for the Middle District of Florida, Florida Statutes and District policy. Complying also enables us to respond to Public Records Requests and eDiscovery orders efficiently. eDiscovery is a term used to describe the process of gathering electronically stored information in legal investigations.
Another reason we need an e-mail archiving system is that it will increase the performance of our Exchange e-mail servers. Because the bulk of e-mail will be housed on the Mimosa NearPoint archive server, rather than the e-mail servers, performance issues and storage limit issues will dramatically decrease if not cease to exist. Furthermore, the District will be able to begin moving away from the use of Personal Folders.
There are many benefits to implementing an archiving solution.